Introduction
This is the privacy policy for City Guardians Ltd (collectively referred to as “City Guardian”, “we”, “us” or “our” in this policy). This Privacy Policy outlines how we collect, use, disclose, and safeguard your personal information when you visit our website or engage with our services. We are committed to protecting your privacy and complying with applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018.
Information We Collect
Personal Information
We may collect personal information such as names, addresses, email addresses, and phone numbers when voluntarily provided by visitors or clients. This information is necessary for communication and the provision of our services. Where a guardian provides a guarantor, we collect the guarantor’s name, address, date of birth, contact details and their relationship to the guardian, together with any information they give us in support of their application. We use it to assess their suitability, verify their identity, and administer and enforce the guarantee. Our lawful bases are performance of the guarantee and our legitimate interests in assessing and recovering sums owed to us. We may share it with credit reference and fraud prevention agencies, our professional advisers, debt recovery agents, and the owner of the property where required. Where a guardian has a guarantor, we will tell that guarantor about the guardian’s account with us, including the licence fee, any arrears and any notice we have served. We keep guarantor information for as long as the guarantee continues and for six years afterwards.
Usage Data
We may automatically collect information about how you interact with our website. This may include your IP address, browser type, device information, and pages visited. This data helps us improve our website and tailor our services to your needs.
Cookies
Our website may use cookies to enhance user experience. You can set your browser to refuse cookies, but this may affect your experience on our site.
How We Use Your Information
We use the collected information for the following purposes:
– To provide and maintain our services
– To communicate with you
– To improve our website and services
– To comply with legal obligations
Where a licence fee is unpaid we use account and contact information to recover it. That can include contacting a guarantor, instructing a debt recovery agent or solicitor, bringing court proceedings, and sharing information with credit reference and fraud prevention agencies. Our lawful basis is our legitimate interest in recovering sums owed to us.
Data Sharing and Disclosure
We may share your information with third-party service providers who assist us in delivering our services. Where a licence fee is unpaid or a guarantee is called on, we may also share information with credit reference and fraud prevention agencies, debt recovery agents, our professional advisers, and the owner of the property concerned. These providers are bound by confidentiality and data protection agreements. We do not sell or rent your personal information to third parties.
How long we keep your information
We keep guardian and guarantor records for as long as the licence or guarantee continues and for six years afterwards. Enquiry and application records for unsuccessful applicants are kept for twelve months. Website usage data is kept for twenty-six months.
Information about other people
Guardians and guarantors give us details of other people: a next of kin or emergency contact, and a line manager or employer contact used to verify employment. We collect that person’s name and contact details, and where relevant their employer and job title. We use this to make contact in an emergency and to verify a guardian’s employment. Our lawful basis is our legitimate interest in the safety of people at our properties and in verifying information given to us. We obtained these details from the guardian or guarantor who named you. If you have been named, you can ask us for a copy of what we hold about you, ask us to correct or delete it, or object to our use of it, using the contact details below.
Your Rights
You have the right to access, rectify, or delete your personal information, to object to our use of it where we rely on our legitimate interests, and to restrict how we use it in some circumstances. You may also request information about the purpose of data processing, the categories of data processed, and the recipients of your data. To exercise any of these rights, contact us using the details below. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk.
Data Security
We implement reasonable security measures to protect your information. However, no data transmission over the internet is completely secure, and we cannot guarantee the security of your information.
Changes to this Privacy Policy
We may update this Privacy Policy periodically. We keep our Privacy Policy under regular review and we will place any updates on this web page. This Privacy Policy is effective from 9th September 2026.
Contact Us
For any questions or concerns regarding this Privacy Policy, please contact us at hello@cityguardians.co.uk or write to us at 124 City Road, London, EC1V 2NX.